Executive Assistant, Office Provost

Position Summary

Executive Assistant for the Office of the Provost at Vanguard University provides high-level administrative and operational support to the Provost and Vice President of Academic Affairs. The role manages day-to-day operations, supports shared governance and Board of Trustees processes, coordinates academic communications, and ensures the Provost can focus on institutional leadership and the priorities of Ascend 2030. The Executive Assistant supervises administrative staff, manages budget reconciliation, and serves as a key point of coordination across Academic Affairs.

This position reports directly to the Provost + Vice President of Academic Affairs.

• Office Operations and Provost Support
  • Provide comprehensive operational support to the Provost, including calendaring, scheduling, divisional event planning, developing presentation and communication materials, processing expenditures, and demonstrating appreciation for faculty and academic staff.
  • Supervise other administrative or student staff within the Office of the Provost, providing direction, support, and oversight of day‑to‑day administrative functions.
  • Manage the Provost's scheduling to ensure effective coordination of meetings, priorities, and commitments across the institution.
  • Coordinate travel arrangements and itineraries for the Provost, manage travel reimbursements and related documentation.
  • Support strategic institutional initiatives including Ascend 2030, coordinating follow‑through on action items and related communications.
  • Coordinate and report data as requested, handling special projects and other duties as assigned by the Provost.
• Governance, Academic Leadership, and Board of Trustees Support
  • Coordinate the Academic Leadership Council (ALC) and Academic Leadership Forum (ALF) meetings, developing agendas and minutes, coordinating logistical details, and ensuring timely distribution and accurate records.
  • Support shared governance processes, including faculty committee membership coordination, elections, and related documentation.
  • Maintain the Faculty Employee Handbook and Shared Governance Manual, ensuring both documents are current and accessible.
  • Manage logistics and documentation for the Academic Committee of the Board of Trustees, including preparing agendas, assembling materials, and providing meticulous minute‑taking in accordance with Robert's Rules of Order.
  • Collaborate with Academic Affairs leadership to prepare reports and materials for the full Board of Trustees.
  • Coordinate meetings of academic administrative leadership, including program coordinators and directors.
• Financial Management and Budget
  • Directly manage the budget for the Office of the Provost, providing consistent updates encompassing operating funds for personnel and academic planning and implementation.
  • Perform monthly budget reconciliations for the Office of the Provost, maintaining accurate financial records and flagging variances.
  • Assist the Provost and the deans with annual budget planning, including developing financial projections.
  • Assist with bi‑annual overload payments, workload forms, and conference course payments for resident faculty.
• Communications, Web, and Institutional Presence
  • Maintain and update the Office of the Provost website pages, ensuring content is current, accurate, and aligned with institutional branding.
  • Manage email communications on behalf of the Office of the Provost, including drafting and distributing announcements to faculty and academic staff.
  • Coordinate and distribute “Good News” communications, celebrating faculty and staff accomplishments.
  • Manage annual Assemblies of God Alliance reporting and awards processes on behalf of the Provost's Office.
  • Support WSCUC accreditation‑related tasks and documentation as assigned.
• University Calendar, Events, and Ceremonies
  • Coordinate the University Academic Calendar including major meetings, Academic Chapel scheduling, the academic year calendar, and the five‑year academic planning calendar, in collaboration with the Dean of Academic Records/Registrar.
  • Serve as the Office of the Provost's representative on the Commencement Council, coordinating Academic Affairs'…